Job Description
About Us:Outsourced.ph is a leading ISO certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1000 talented professionals.
Summary
We’re looking for a highly organized, proactive, and detail-driven Operations Coordinator to work directly with the CEO/Founder across two key areas:
- A high-visibility client account (a nationally recognized entrepreneur and industry leader)
- Company's internal operations as we refine systems and scale sustainably.
- You’ll keep systems running, timelines moving, and vendors aligned — ensuring projects for both the client and company flow seamlessly. You’ll support the operations behind a well-known entrepreneur and marketing leader whose brand spans conferences, a top-rated podcast, an award-winning agency, a bestselling book, and a growing roster of media and speaking engagements.
- This is not an entry-level admin role. It spans project coordination, operations management, and cross-functional communication. You’ll report directly to the CEO/Founder, collaborate with internal teams across Sales, Production, and Social, and help maintain clarity and momentum in a fast-moving environment where precision and adaptability matter just as much as creativity.
Key Responsibilities
Client Operations - Manage timelines, deliverables, and logistics across the company, the client, and external vendors (web, video, social, PR, events, etc.
- Keep project trackers and editorial calendars accurate and up to date
- Route creative deliverables and feedback between teams
- Track vendor invoices, renewals, and contract
- Coordinate logistics for events, speaking engagements, and media appearances
- QA creative deliverables before release — ensuring links, formatting, and brand standards are correct
- Prepare biweekly and monthly performance updates and reports
Internal Operations - Maintain and improve internal systems (project management tools, trackers, dashboards, SOPs)
- Build and manage a shared editorial calendar across client and the company initiatives
- Create documentation for recurring workflows and optimize processes for speed and clarity
- Support podcast guest sourcing and vendor coordination as the agency scales
- Audit systems quarterly to surface inefficiencies and opportunities for improvement
General Operations & Communication - Draft meeting agendas, notes, and follow-ups
- Keep updates centralized and action items visible in the project management platform
- Proactively surface blockers, bottlenecks, or risks before they escalate
- Maintain confidentiality and professionalism across all client communications
What We’re Looking For - 2–4 years of experience in project coordination, operations, or marketing ops
- Excellent organization and follow-through (you get things done without needing to be chased)
- Strong written communication — clear, calm, and professional
- Experience with Google Workspace, Notion or ClickUp, Slack, and Google Drive
- High attention to detail and ability to self-manage
- Comfortable context-switching between brands while maintaining precision and momentum
- Emotionally intelligent — can balance urgency with diplomacy
- Based in or overlapping with U.S. time zones
Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.
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